Why did Cafpi decide to extend the use of Tomorro to its HR department?

Cafpi’s HR Challenges

Time-consuming HR processes

Cafpi’s HR team was still managing employment contracts and HR documents in paper format. This approach not only consumed valuable time but also increased the risk of errors and document loss. Digitisation became essential to modernise processes and improve overall efficiency.

A high volume of documents per employee

With over 240 employees, an even larger number of independent agents, and numerous branches across France, the volume of documents to be managed was considerable. Each employee required multiple types of documentation (employment contracts, various certificates, etc.). On top of this came the constant flow of new hires and departures, each generating additional paperwork.

Cumbersome contract tracking

Paper-based archiving made it difficult to track documents and access information. A centralised, digital archiving system was required to ensure structured organisation and easy retrieval of records. The aim was to simplify the monitoring of probation periods, contract renewals, and other key milestones in employees’ professional journeys.

In summary, all document management processes, including recruitment, were still carried out on paper. This not only led to lengthy processing times (up to 20 days, due to postal exchanges), but also involved painstaking manual work. HR managers had to create, check, print, and send each document individually, before archiving them manually once signed and returned.

Already a Tomorro client for managing its legal documents, Cafpi quickly recognised the platform’s potential to address its HR needs. To overcome these challenges, Cafpi chose to extend the use of Tomorro to its HR documentation.

How does Tomorro support Cafpi’s HR department?

The HR team was fully onboarded onto the Tomorro platform, enabling them to centralise and digitise all HR documents.

One of the most significant benefits has been the considerable time savings. The platform has reduced average document processing times from 20 days to just one.

In addition, Tomorro simplifies the monitoring of documents and probation periods. As Alexandra Guichard, HR at Cafpi, explains: “With Tomorro, tracking HR documents has become much easier. For example, the tool alerts us when probation periods or contract amendments are about to expire.”

Another key advantage is that all documents relating to a single employee are grouped together in one dedicated file. This includes employment contracts, amendments, and various certificates. Centralised management makes access easier and ensures better organisation of employee records.

Tomorro goes beyond employment contract management. The platform is also used for all documents linked to the employee lifecycle within the company (transfers, parental leave, resignations, and various attestations). In this way, Cafpi manages the full spectrum of its employees’ documentation needs on a single platform.

What results has Cafpi achieved with Tomorro?

Significant reduction in processing times

One of the most striking outcomes of adopting Tomorro has been the drastic reduction in document processing times. Previously, the creation, validation, and archiving of documents could take up to 20 days, largely due to postal delays and manual handling. With Tomorro, this has been cut down to just one day. Digitisation and automation now enable documents to be created, sent, and archived almost instantly, greatly enhancing the operational efficiency of the HR team.

100% of contracts signed online with Tomorro eSignature

Another major achievement is the full adoption of electronic signatures. Every contract and document requiring a signature is now signed online via Tomorro. This not only accelerates the signing process but also eliminates the risks of document loss and postal delays. Electronic signatures further ensure stronger traceability and enhanced security for all documents.

Eliminating time-consuming meetings through the negotiation feature

Tomorro’s integrated negotiation functionality enables the HR team to manage contract revisions and other documents directly on the platform, without the need for lengthy meetings with managers. Amendments can be made in real time, and stakeholders can review and approve changes quickly and seamlessly.

A Few Tips from Cafpi’s HR Team on Using Tomorro

Clearly define document templates

Cafpi’s HR team strongly recommends making use of document templates. Templates help standardise and simplify the creation of routine documents while ensuring all necessary information is included. By tailoring predefined templates to different situations, HR teams can save valuable time and reduce the risk of errors.

As Alexandra explains: “Once all the document templates had been properly created with Tomorro’s support, the tool became a perfect fit for my HR needs.”

Use the negotiation feature to speed up internal discussions

Tomorro’s negotiation functionality is also highly valuable for HR teams. It enables revisions and amendments to be managed in real time, without the need for in-person meetings. Stakeholders can provide comments and make changes directly on the platform, streamlining the validation and approval process.

Leverage Tomorro’s customer support to maximise value

Cafpi highlights the importance of training and support in successfully adopting Tomorro. Proper training is essential to unlock the platform’s full potential. Tomorro provides comprehensive support and guidance (data migration, tool navigation, introduction to new features, etc.), which is key to ensuring long-term success.

Conclusion

The integration of Tomorro into Cafpi’s HR processes has not only delivered significant time savings but has also strengthened traceability and improved the management of HR documents. While Tomorro is primarily used by legal teams, its adaptability makes it equally valuable for HR departments, effectively meeting their specific needs.

Q&A

What are the main advantages of Tomorro for an HR team?

Tomorro provides HR with considerable time savings, improved document traceability, and centralised management of all HR records.

How does Tomorro ensure the efficiency of HR processes?

With adaptable document templates and real-time negotiation features, Tomorro standardises and accelerates HR document workflows. Processes that once took up to 20 days are now reduced, on average, to just a single day.

What types of HR documents can be managed with Tomorro?

Tomorro supports the management of all documents relating to the employee lifecycle within the company, including employment contracts, transfers, parental leave, resignations, and various certificates. Any document requiring a signature can be signed online via Tomorro’s secure electronic signature.